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Invoice reminder template for Sales

[Music] hello there mark cunningham here and in this video i'm going to show you through some invoice settings that you can set up in xero before you start sending invoices to your clients this lesson is actually part of a full course so if you'd like to learn more about xero then check out the links in the description below so let's jump into the australian version of xero's demo company now and get started so to get there you just go to the main drop down menu and settings and then you can just go into invoice settings and what we've got here is an invoice settings screen and we're going to have a look at a few different things along the top here so you've got these branding themes you've got some default settings payment services and invoice reminders so we're going to start off with the branding themes and what the branding themes are is there a way that you can add a logo and some other details to your sales invoices so here in the demo company we've actually got a couple of them set up already so that there's this standard one here and that's the logo and then there's this special projects branding theme here with an orange as a logo so before we go any further i'll just show you what that actually looks like if we duplicate the screen and we go into invoices and we'll just open this first invoice up here okay so you can see here one of the options in the invoices is this branding theme and this one has got the standard branding theme which is this one here so if we preview it you can see there that that logo has come through here at the top of the invoice so that's that logo and then also you can see here this from so this is from the demo company 23 main street so that's there and the contact details and then further down just as another example you can see this little write up here about how to actually pay the invoice well that's down here in the um payment services and and the um terms and payment advice so these are all things amongst other things that you set up in these branding themes and then when you assign that branding theme to the to a particular invoice it all comes through on the invoice here so that's how it flows through let's have a look now at how to actually set up a branding theme so you'll probably want to set one up for your business so with your logo etc so what i'll do is instead of going into our new company and setting one up from scratch i'll just show you the options here in the demo company and you can use this as a guide so you just need to click on new branding theme to set a new one up and then you need to give it a name so that one was called standard and there was the other special projects one so you can just name your branding theme then you can just choose some of these sizing options at the top here so you can see there's a4 or us letter centimeters or inches and there's some margins and things as well there that you can play around with and see what you like best and then you get down to these titles as well so that one that we just looked at over here the title of that one is tax invoice and that's there so if you wanted that to say something different you can just change it there you can just get rid of that text and change it and then you've got overdue invoice as well maybe you'd want to call that actually tax sorry overdue tax invoice if you like and you can rename all of these things so you've got statements and credit notes um purchase orders etc when you've got your drafts you can leave the word draft in there so people know it's a draft and yeah so it's really up to you to just go through and just name your documents whatever you like when you finish that you've got all these check boxes over here so here's one for show logo for example so no doubt you'd want to have that ticked then you've got tax column payment advice cut away which was that bit at the bottom and all sorts of other things so you just need to go through and select what you want your customers to be able to see on their invoices and then you've got some tax subtotals as well some some settings there that you can play around with and see what you like currency conversions well we don't really have currency conversions on this invoice but if you're using multi-currency that's something that you'll need to look at there's some payment services down here as well so we'll look at those in a minute i won't go through those now and then just up here you've got a few other little options such as whether your logo should be left or right whether you show your taxes as exclusive or inclusive so that's gst for australia and then you've also got your contact details as they should appear at the top of all your pdfs that you send out so that was this information at the top there and then finally you get down to these terms and payment advice for invoices and statements and also terms for quotes so that's where you write your little write-up of um how you want people to actually pay so if i open this up again that was the text down the bottom there so if you've got anything specific that you want to say at the bottom of your invoices and your quotes then you need to type it into here and it will come through all right so i'll just cancel out of there and what we'll do now is we'll have a look at those payment services okay so you can see in the little help blurb at the top here it says add a payment service to your invoices to allow easy online payment for your customers so when you email your invoices to your customers if you have these connected payment services they can pay via those services so if you have a paypal one for example then your customers will be able to pay by paypal i'll just close that now if you've got stripe then they can pay by debit or credit cards via stripe and there's some other options down there as well now here in the demo company there's actually two paypal accounts set up both of both of them are obviously accounts because this isn't real i i don't actually know why they've got two set up it's a bit strange but for yourself you'll probably just have the one paypal account so you can just enable one of them and then if you've got other payment services like stripe for example you can set those up as well so all you need to do is just click on the get started button for each payment service and then you'll be taken through a process depending on which one it is so for strike for example you can click on the button here if you don't have an account and it will take you through to open a stripe account and get things set up if you do have an account just click on there and you'll go through and set it up in a slightly different way if you haven't set up paypal yet this button here will say get started but obviously there's two set up there so it just says add another and then it's the same for the other ones so you just need to add these here and then what you do is you go back to your branding themes so let's just go into this first one here we'll go to options and edit and you just hook them up here so payment services here for credit card so if you had stripe enabled then you would be able to select stripe there and if you've got a paypal account enabled and this one's obviously got the two so you can choose between them then you can enable it there um you'll probably just have the one that you can pick and then there's also a direct debit one there as well so if you've got a way of allowing your customers to create direct debits by payment services you can bring that through there and when you bring it through like i said when you email your invoices to your customers that will come up as an as an option um for them to be able to pay it so they don't necessarily have to go through their online banking through a batch payment or something like that they can just pay by paypal or whatever it is so they're pretty handy services to provide to your customers all right so let's have a look now at the default settings now the default settings um at the top here you can see there's bills and the sales invoices we're just looking at invoices at the moment and what you can do is you can create um a standard uh payment term for your invoices which most businesses do have so it might be something like 30 days after the invoice date so you can just choose after the invoice date here or if you have other ways of doing it you just choose it there now when you put it in here that will become the default for all of your invoices and as we saw in the contacts lesson you can actually put defaults in just for specific contacts as well so it depends on which way you want to do it you don't have to do it here you can see it says optional but it's actually not a bad idea to put in a default here and you can override it later on anyway when you're setting up your contacts or you're creating individual invoices you can just change it anyway so that's the um the default due date down here you've also got things like prefixes for your invoices and credit notes and quotes you don't even need a prefix you can actually delete that if you like a common one is i n v dash for zero and then if you're going to create a new one you can just start the next number at zero uh or one i should say so that the next number that you create will be zero zero zero one i might actually put another zero in there so next time i go and create an invoice it will give it the number inv dash zero zero zero one and then the one after that will be zero zero zero two etc so it's up to you to put in whatever prefixes that you like and make sure that the number sequences are starting from from where they should okay so the last thing on here down the bottom is just the quote expiry date so maybe you've got quotes that you send to your customers and you don't want them to last forever so maybe you just make them 14 days after the quote date for example so that's where you can do it here and again you can override it in other places as well so you don't necessarily have to put that in here all right so i have changed a few things there but i'll just hit cancel instead of save just to get out of here and leave everything the way it is in the demo company okay so that's where you can go to do your default settings for your invoices and the last thing i wanted to show you is the invoice reminders okay and like the help says here at the top um xero can follow up overdue invoices for you so it does that by email straight out of the system you just need to choose the frequency so we'll just hide that so at the moment we don't have any reminders set up so we just need to tick the box there and you can see when you've got that ticked it's got uh three emails ready to send there so you've got seven days overdue 14 days overdue and 21 days overdue you've got a fourth one there as well if you want to send four emails you don't need to send three or four you can just send one if you like it's up to you to just select whatever you want if i go into edit okay you can see here this is where you select whether it's overdue or due in and you put in the number of days and then you can reconstruct this email if you like if you've got a different way of of saying what you want to say to your customers you can rewrite it in there and you've got those placeholders as well such as the trading name the invoice number etc to automatically put some information in there if you like so we'll just get out of there okay so that's how you actually edit the emails you can also just select um these things down here so include a quick link to online invoice and detail summary that's a good one um to put in there so when they get their email it's got a quick link there and then also just a pdf as well if because some people like to receive them by pdf still so you can include the pdf uh with the reminder just like you did when you sent out the original invoice okay so that's your invoice reminders i'll just go back to invoice settings and that's actually it for our invoice settings so now we'll move on to the quote settings so if you just go to the main menu and settings and then go into invoice settings and then just click on default settings okay so if you come down here to the quote prefix you can see here we've got q u dash set up as the quote prefix so if you want something different in there or you want nothing at all you can go ahead and change that and we've also got the next number in the sequence now we don't actually have any quotes in the demo company so the next number is number one but obviously if you've got some quotes in the system or you want to start from a different number then you can go ahead and change that as well so i'm just going to leave it as is for this demonstration and the other thing to look at down here is the quote expiry date so let's just set that to say 30 days from after the quote so i'll just click 30 and then just get this drop down here and choose days after the quote date okay so you can choose something different if you like it depends on on what you want but that's good enough for me so i'll just hit save okay so the other thing that you want to check is um if you're going to use a branding theme there's a few things in there to look at so for example down here you can put a little bit of text in for the um terms of the quotes and you can see that there's none added in the standard theme and there's also none added in the special projects theme so let's just go in and actually add something in there so i'll just go into edit and you just come down here where it's got terms quote so i'll just type some text in there okay so i've just typed in that this quote is valid for 30 days from the date of issue and that will show up in any quotes that we issue using that particular branding theme now and the other thing to check is just over here you've got your draft quote title and your quote title so that's got some text in there already if you want to change that for some reason then this is the place to do it okay so that brings us to the end of our quote settings and the end of this video okay that's it for this video don't forget to subscribe to this channel if you'd like to see more free videos and also check out the links in the description below for our xero courses so thanks for watching and i'll see you in the next video you